Document Controller-Project Execution

Document Controller – Roles & Responsibilities

• Manage Electronic and Hardcopy Documents
• Take full ownership of document management activities throughout the project lifecycle until project handover, close-out, cancellation, or suspension.
• Receive and Acknowledge Documents
• Receive documents from internal and external sources, date-stamp hard copies, and verify electronic submissions through the EDMS/Project Connect system.
• Perform Document Quality Checks
• Review document numbers, revisions, metadata, and compliance requirements to ensure document accuracy and completeness.
• Scan and Upload Documents
• Convert hardcopy documents into electronic format and upload them accurately into the Electronic Document Management System (EDMS).
• Control Document Distribution
• Distribute documents internally and externally through approved collaboration platforms, portals, and submission systems according to distribution matrices.
• Maintain Filing and Record Systems
• Organize, index, classify, and maintain master copies of documents in both physical and electronic filing systems.
• Manage Document Revisions
• Ensure only current document versions are available for use, while superseded versions are properly identified, archived, and removed from active files.
• Prepare and Issue Transmittals
• Create, review, and process document transmittals for both internal and external stakeholders and ensure timely electronic submission.
• Support Project Close-Out and Archiving
• Validate, organize, and prepare project documentation for final handover, archiving, and records retention requirements.
• Ensure Document Control Compliance
• Promote adherence to document control procedures, maintain document integrity within the EDMS, and support governance, accessibility, and retention requirements across business units.